ARPPA User Guide - Atlantic Union Bank...ACH transaction type settings will be applied to future ACH...

If you need support, please contact Treasury Services Support at 877.920.6888, Monday – Friday 8 am – 5pm.

Business eBanking ACH, Check, Payee & Reverse Positive Pay

User Guide


ABOUT POSITIVE PAY SERVICES

Positive Pay services are excellent fraud prevention tools which use reconciliation to detect differences.

Submission of issue data or issue “file” in the appropriate file, as established in implementation, or manual entry of issue data is required from customer 5:00 p.m. Eastern Time, each business day.

Customer to ensure that a requisite number of authorized representatives are available to make decisions prior to the established deadlines. We recommend check issue files or manual check issuance require dual approval in Business eBanking. Separate authorizations can be given: Entitled allows a user to upload an issue file and enter issue items; Transmit allows a user to approve the issue file or issue items. After the 2 step process of Entitled and Transmitted, the issued items are applied to the Positive Pay database within minutes.

Bank will compare each presented item by each applicable data element against each issue file received by the Bank. By 8:30 a.m. (Eastern Time) each business day, the Bank (i) will make available to the customer an Exception File that identifies any Exception Items received as applicable; or (ii) will provide display to customer a message that there are no Exception Items for the applicable service(s) to report for that day.

Exception responses can be handled via dual approval as well. For approval of Positive Pay exception items, personnel can be authorized with Entitle Approval and Transmit Approval. We recommend dual approval.

Customer to ensure exceptions are decisioned by the stated deadlines.

Positive Pay Services will not stop the payment of checks that have been converted to ACH entries. ACH Rules prohibit the conversion of business checks as long as they meet the standards published in the ACH Rules. Customer is responsible for assuring that Customer’s checks meet these standards to utilize this Service.

Bank cannot detect customer error on issue file or Pay/Return notification, nor any alteration to any presented check received in connection with Positive Pay Services.


ACH POSITIVE PAY

About ACH Positive Pay

ACH Positive Pay helps mitigate the risk of fraud by allowing company users to review ACH exceptions and make decisions to pay or return them.

An exception is any ACH debit transaction that is blocked because it did not match the criteria defined in payment rules.

Payment rules are conditions that determine whether transactions are debited from accounts or blocked. If a transaction matches a payment rule it is processed normally and sent to post. If a transaction does not match a payment rule it is blocked. Company users can review ACH exceptions and decide to pay or return them.

Company users can create new payment rules based on exceptions they have decided to pay to prevent future exceptions from being generated for the originating companies.

ACH Positive Pay exception decision deadline is 3PM Eastern Time. Customer chooses the default of Pay or Return at implementation of the service or by maintenance request in writing to the bank. If exceptions are not decisioned by customer by the deadline, bank will process items according to the default.

ACH Positive Pay decisions can be made through the mobile application.

ACH Payment Rules

About ACH Payment Rules

A payment rule prevents future exceptions from being generated for an originating company. Payment rules can be added, edited, and deleted during the ACH exception decision window from 08:00 (8:00 a.m.) to 15:00 (3:00 p.m.) Eastern Time.

If multiple payment rules are set up for an originating company, the most restrictive maximum amount and ACH transaction type settings will be applied to future ACH debit transactions. For example, if a payment rule is set up for Company A with a maximum amount of $50.00 for all transaction types and another rule is set up with a maximum amount of $100.00 for the CCD transaction type, only CCD debit transactions with amounts of $100.00 or less will be allowed.


Adding an ACH Payment Rule

Payment rules can be added between 8:00 a.m. and 3:00 p.m. Eastern Time.

1. Click Account Services > Manage payment rules.

2. Click the check box associated with the payment rule you want to add and then click Save changes.

Manage Payment Rules Page Sample


Changing an ACH Payment Rule

Payment rules can be changed between 8:00 a.m. and 3:00 p.m. Eastern Time.


2. Click the Edit link beside the payment rule you want to change.

3. Select a Maximum amount option. If Exact amount is selected, type a dollar amount in the adjacent field.

4. Select an ACH transaction type option.

5. Click Save changes.


Deleting an ACH Payment Rule

Payment rules can be deleted between 8:00 a.m. to 3:00 p.m. Eastern Time.


2. Click the Delete link beside the payment rule you want to delete and then click OK.



Viewing Existing ACH Payment Rules

View payment rules that have been set up prior to the current day.

1. Click Account Services > Search payment rules.

2. Select one or more Accounts options.

3. Select an ACH originator company option:

• Include all companies

• Specific to ACH originator company

4. Click Generate report.

Payment Rules Page Sample


ACH Payment Decisions

About ACH Payment Decisions

Decisions are actions company users take on ACH payment exceptions that determine whether the exceptions are paid or returned.

Company users can make decisions on ACH exceptions between 8:00 a.m. and 3:00 p.m. Eastern Time.

ACH exceptions with a Pay decision are added to your list of originator company payment rules automatically. By default, the payment rule is set up with No maximum for the Maximum Amount and ALL - Select All for the ACH Transaction Type (ACH entry class).

Decision Description

Pay A Pay decision has been made on the exception. All approvals are required before the decision is applied to the exception.

Return A Return decision has been made on the exception. All approvals are required before the decision is applied to the exception.

Pending Decision

The decision window is still open and a decision has not been made.

Default The bank-defined default decision was applied because a decision was not made on the exception or the decision was not fully approved during the decision window.

Company users should consider subscribing to the following alerts to better manage ACH payment exceptions:

• ACH Positive Pay: Notifies you when there are exceptions that require attention.

• ACH Positive Pay Exception Reminder: Notifies you an hour before the decision window closes that there are exception items that do not have decisions.


Making a Decision on an ACH Exception

Decisions can be made on ACH exceptions between 8:00 a.m. and 1:00 p.m. Eastern Time. If a decision is not made on an exception during this time frame, then the default decision set up at implementation is applied.

1. Click Account Services > Manage exceptions.

2. Click the check box beside each exception on which you want to make a decision.

3. Select a Decision option: Pay or Return.

3.1 For Pay decisions, click Edit payment rule link to change the Maximum Amount and/or the ACH Transaction Type. To remove the automatic payment rule, de-select the Add payment rule for this originating company check box.

4. Click Continue.

5. Review the exceptions as needed and then click Approve/Transmit.

Verify Decisions Page Sample


Deleting an ACH Exception Decision

Exception decisions that have not received all approvals can be deleted between 8:00 a.m. and 3:00 p.m. Eastern Time. Decisions that have received all approvals cannot be deleted/changed.


2. Click the link in the Debit Account column beside the exception item decision you want to delete.

3. Click the delete decision link.

4. Review the item as needed and then click Delete.

Verify Decision Deletion Page Sample


Viewing the Status of ACH Exceptions

Company users can review a summary of all exceptions and view details about them such as originator company name, reject reason, amount, decision, and who made the decision. Company users can determine whether the correct decisions were applied to the exceptions or if the bank default decision was applied.

1. Click Account Services > Exceptions status.

2. Complete the following fields and then click Search:

Account Select one or more of the accounts that are entitled to ACH Positive Pay.

Date range Specific date, From/To, or Current business day.

Exception type Include all exceptions. Exceptions with and without a decision.

Decisioned. Exceptions that have been paid, returned, or have a default decision. Default decisions are defined by your bank.

Not yet decisioned. Exceptions that have not been paid or returned.

Exceptions Status - Summary Page Sample


POSITIVE PAY - CHECKS

About Positive Pay

Positive Pay helps to prevent check fraud by allowing company users to examine questionable checks and make decisions to pay or return them.

Positive Pay matches checks presented for payment with the information on the issue file provided by customer. In the event of a mismatch, exceptions are generated so companies can review and make Pay or Return decisions on each.

Positive Pay matches posted check information with check issue items for serial number, date and amount and creates exceptions if discrepancies are found. Positive Pay does not verify funds availability (i.e. account balances) when processing checks.

Positive Pay exception decision deadline is 1PM Eastern Time. Customer chooses the default of Pay or Return at time of implementation of the service or by written maintenance request. If no decision is entered by customer by the deadline, the bank will process the item according to the default.

Positive Pay decisions can be made through the mobile application.

Remember that all checks issued by customer need to be included in the check issue file data.

Positive Pay guidelines to obtain the highest level of performance:

Check Stock

Business checks with 24lb MICR bond. Any artwork, logo or design on the check that could hinder capturing a high quality image, should not be utilized, particularly if the design may interfere with a successful reading of information on the image. We recommend bank preferred check provider.

Image Quality Use only black ink. Avoid using dot matrix printers.

Font

Experience has proven that Arial has high read rates and is preferred and highly recommended. Other acceptable fonts include: Times New Roman, Courier, Verdana, Univers, Tahoma, Albertus, Batang, Bookman and Zurich. PostScript printers (DPT units) should use size 10 fonts. If measured by pixels at a resolution of 200 dpi, size 14 should be selected.

Handwritten Items

Handwritten business sized checks typically have a low match rate due to the nature of very stringent matching criteria. Because the system is optimized to identify fraudulent activity, most handwritten checks will cause exceptions.

Formatting

Avoid extra spaces, underlining, italicizing or bolding. Use of punctuation should be limited. Avoid extra spaces, underlining, italicizing or bold face fonts. Verify visually that the characters do not touch each other.

is recommended that most printers use pitch proportionate to the font, however, in situations in which pitch is fixed, we recommend a pitch size of 10 pt. After printing, there should be about 10 characters per inch.


About Reverse Positive Pay

Reverse Positive Pay helps to prevent check fraud by allowing company users to examine every check and make decisions to pay or return them.

If an account is entitled to Reverse Positive Pay, then cannot also have Positive Pay or Payee Positive Pay.

Reverse Positive Pay exception decision deadline is 1PM Eastern Time. All checks presented to the bank will be posted to customer as exceptions, to be decisioned by customer.

Customer chooses the default at implementation of the service or by written maintenance request. If no decision is entered by the customer by the deadline, the bank will process the item according to the default.

Reverse Positive Pay decisions can be made through the mobile application.

About Payee Positive Pay

Payee Positive Pay helps to prevent check fraud by comparing the payee names in a company user's check issue file against those presented to the bank. When the payees do not match perfectly an exception is created.

Exceptions generated from the payee comparison always appear with a Payee Mismatch exception reason.

Payee Positive Pay is available to companies that also use Positive Pay and adds Payee to the items reconciled to the issue file.

Payee Positive Pay exception decision deadline is 1PM Eastern Time. Customer chooses the default of Pay or Return at implementation of the service or by written maintenance request. Payee Positive Pay decisions can be made through the mobile application.

Payee Positive Pay name field length is 96 characters. Following are recommended best practices to ensure the service performs at optimum level.

Payee Positive Pay - Payee Name Verification Best Practices. Guidelines to obtain the highest level of performance with Payee Positive Pay:

Check Payee Name - Must match issue file. If payee is 2 lines on the check, the issue file should show the full payee in the payee field. Issue file should show: Orbograph Tech Support, Item Processing Group when the check has these on 2 lines.

Check Stock

Business checks with 24lb MICR bond. Any artwork, logo or design on the check that could hinder capturing a high quality image, should not be utilized, particularly if the design may interfere with a successful reading of the payee name information on the image. If art work is translucent or opaque and does not hinder capturing a quality image, it should be acceptable for payee name processing.

Image Quality Use only black ink. Avoid using dot matrix printers.


Font

Experience has proven that Arial has high read rates and is preferred and highly recommended. Other acceptable fonts include: Times New Roman, Courier, Verdana, Univers, Tahoma, Albertus, Batang, Bookman and Zurich. PostScript printers (DPT units) should use size 10 fonts. If measured by pixels at a resolution of 200 dpi, size 14 should be selected.

Handwritten Items

Handwritten business sized checks typically have a low match rate due to the nature of very stringent matching criteria. Because the system is optimized to identify fraudulent activity, most handwritten checks will cause exceptions.

Formatting

Avoid extra spaces, underlining, italicizing or bolding. Use of punctuation should be limited. For example: UNITED WE STAND is preferred to UNITED-WE-STAND! Payee data should be displayed in a clear area, free of and not touching other text, lines or stamp marks. Avoid extra spaces, underlining, italicizing or bold face fonts. Payee should be on one line. The use of all upper-case is recommended. Verify visually that the characters do not touch each other.

Pitch

Provide sufficient spacing between individual letters within the name so that each letter of the name can be clearly read. For example, LIVE could be misread as UVE if the letters are not spaced properly. It

is recommended that most printers use pitch proportionate to the font, however, in situations in which pitch is fixed, we recommend a pitch size of 10 pt. After printing, there should be about 10 characters per inch.

Special Characters

Do not use special characters, such as an asterisk (*) on your issue file for Payee Name processing. Special characters are not typically contained in legitimate payees and can result in higher exception rates. The following characters are standard and acceptable for payee names:

ABCDEFGHIJKLMNOPQRSTUVWXYZ

abcdefghijklmnopqrstuvwxyz 0123456789

, . : ; / & # @ ( ) ‘ —

Placement

The payee name should be listed in close proximity (to the right or just below) “Pay to the Order Of:”. Horizontally, the payee should not extend past the middle of the check. Vertically, the payee name should be located just below the vertical midpoint of the check but should not extend to the bottom 1/4 of check or interfere in any way with the MICR line information contained at the bottom of the check.

The payee data should be displayed in a clear area, free of and not touching other text, lines, or stamp marks.

Common Exception Issues

Image Quality


Handwriting recognition engines read pixels (black vs white) on items presented. When a customer’s check stock adds background noise to the payee location (additional black pixels), it creates issues with the ability to locate the payee successfully.

Example of failed image due to image quality:

Payee Substring

The Payee Positive Pay service will look for an EXACT match to the payee reference from the check issue file provided by customer. Once the payee is located, it will look above, below and on both sides (before and after) the payee. This is to insure that someone did not alter the payee name by adding their name.

Example: Account: Derek’s Flowers Serial: 123456 Payee Reference: Orbograph Tech Support


Passing Item:

Failing Item:

In the above check images, the failing image failed due to there being a line in the payee (Item Processing Group) that is not an address line (does not have a street number, or end in Rd, St, Ave, PO BOX, etc.) and it was also not provided in the check issue file. Whenever there is a line in the payee that is not physical address, it needs to be added to the issue file, or the item will fail and be sent as an exception.


Check Exceptions

About Check Exceptions

Check exceptions are checks that are presented for payment that differ from the issue file provided to the bank.

Check Exception Reasons

Checks can differ from the issue file for many reasons.

Exception Reason

Description

Duplicate Item Two or more checks paid with the same serial number.

Amount Mismatch

The paid check amount and the issued amount are not the same.

Future Dated The check was paid on a date earlier than when it was issued.

Posted Against Void

A paid check matched a voided issue.

No Issue Found

A paid check had no matching issue.

Serial Error A paid check is missing a serial number. For example, the serial number may not have been correctly read during processing.

Payee Mismatch

The payee name on the posted check does not match the issued item. This Exception Reason is only applicable to companies that have the Payee Positive Pay service.

Posted Against Stop

A paid check matched a stopped issue.


Making Decisions on Check Exceptions

Company users should make pay or return decisions on all check exceptions.


2. Go to the Check Exceptions Awaiting Decision section to make a decision on one or more exceptions:

Option Description

Make a decision on one exception 1. Click the Select decision link beside the exception on which you want to make a decision.

2. Click a link in the Decision column.

Apply a decision to multiple exceptions 1. Select the exceptions on which you want to make a decision.

2. Select an Apply this decision to selected exceptions option and then click Apply.

3. Click Continue.

4. Verify the decision as needed and then click Approve/Transmit.



Correcting Check Exceptions

Company users can edit exceptions to correct discrepancies in the posted check information. Exceptions that are corrected automatically have a Correction decision applied to them.


Manage Exceptions Page Sample

2. Click the Edit link beside the exception to correct.


Note: This does not appear if the Positive Pay Exception Correction service is not entitled.

3. Correct the exception information as needed and then click Continue:

Action Description

Reverse and re-post

This action is recommended for items within the current deposit statement cycle; contact your bank to correct items posted on the last day of the statement cycle.

1. Change the Posted check number and/or Posted amount by typing the desired posted check number and/or amount.

Adjust check amount

This action is recommended when only adjusting the posted dollar amount of an item.

1. Change the Posted amount to the desired posted amount.

Correct issued information 1. Change one or more of the following: Issued date, Issued amount, Issued payee.

Tip: Issued information can also be updated through the Account Services > Update issues menu option.

Note: Changes cannot be made to both the issued and posted information associated with an exception item.


Correct Exception Page Sample

4. Verify the correction as needed and then click Continue.

5. Click X to close the confirmation message.

The Decision for the exception is changed to Correction on the Manage Exceptions page.


Remove an Exception Correction

Company users can remove corrections applied to check exceptions in error.


2. Click the Edit link beside the exception from which you want to remove the correction.

Note: This does not appear if the Positive Pay Exception Correction service is not entitled.

3. Click the Undo Changes link.

The correction is removed from the exception on the Manage Exceptions page.

Approving Check Exceptions

Check exceptions can be approved after decisions have been made on them.


2. Go to the Check Exceptions Awaiting Approval section and select the exceptions to approve.

3. Click Continue.

4. Verify the exceptions as needed and then click Approve/Transmit.



Searching for Check Exceptions


2. Search for exceptions that are pending decisions or approval by clicking the appropriate Search exceptions link.


Account The account number.

Check number One check or a range of checks.

Posted amount Specific amount or a range of amounts.

Search Exceptions Page Sample


Searching for Corrected Check Exceptions

1. Click Account Services > Corrected exceptions.

2. Complete the following fields and then click Generate report:

Output to Screen, CSV file, or PDF

Accounts Accounts entitled to Positive Pay.

Date range Specific date, From/To, or Previous business day.

Correction type Issues and posted items, Issued items only, or Posted items only

Corrected Exception Items Page Sample


Decisions

Deleting Decisions Made on Check Exceptions

Decisions that are pending approval can be deleted. Once a decision is deleted the exception requires a new decision and re-approval.


2. Click the link in the Check column for the decision you want to delete.

3. Click the Delete decision link.

4. Verify the decision as needed and then click Delete decision.

Verify Decision Deletion Page Sample


Adding a Delimited File Import Definition for Decisions

1. Click Account Services > Import issues

2. Click the Add a file definition link.

3. Complete the following Description fields and then click Continue:

Definition name The name of the definition (up to 20 alphanumeric characters).

Description Information about the definition (up to 20 alphanumeric characters).

File contents Decisions.

File type Delimited.

4. Complete the following Characteristics fields and then click Continue:

Field delimiter The character used to separate the data: comma (,), dash (-), semi-colon (;), or Tab.

Text qualifier A single or double quote that is placed on either side of the text so that if a data field includes a character such as a comma, it is not considered a field delimiter. For example, if a file includes a company name like "Sample Company, Inc." the text qualifier ensures that the company name is not separated by the comma during the import process.

5. Optional: Select the Default Field Value options you want applied to all decisions in the file:

• ABA/TRC

• Account

• Decision: Pay or Return

6. Click Continue.

7. Type the numeric order of the Position Number fields as they would appear in the file and then click Add file definition.


File Definition Confirmation Page Sample


Adding a Fixed File Import Definition for Decisions

1. Click Account Services > Import decisions





File contents Decisions.

File type Fixed.

4. Click Continue.

5. Optional: Select the Default Field Value options you want applied to all decisions in the file:

• ABA/TRC

• Account

• Decision: Pay or Return

6. Click Continue.

7. Complete the following Field Properties fields and then click Add file definition:

Position Number The numeric location of the field in the file.

Length The numeric length of the field in the file.


Changing Delimited and Fixed File Import Definitions for Decisions

1. Click Account Services > Import decisions.

2. Click the link in the Name column for the file you want to change.

3. Change the file import definition as needed by clicking the Edit description, Edit default field values, or Edit field properties link.

File Definition Details Page Sample


Deleting Delimited and Fixed File Import Definitions for Decisions

File import definitions cannot be recovered once deleted.

1. Click Account Services > Import issues.

2. Click the link in the Name column for the file you want to delete.

3. Click the Delete file import definition link.

4. Verify the definition as needed and then click Delete.

Verify File Definition Deletion Page Sample


Importing Decision Files

Large quantities of decisions can be imported into the system through a file using a supported file import definition.

1. Click Account Services > Import decisions.

2. Select a file definition and then click Continue.

3. Click Browse and select the file you want to import.

4. Click Import file.

Import Confirmation Page Sample

Approving Decision Files

1. Click Account Services > Approve decision files.

2. Select one or more files to approve and then click Approve.

Decision File Approval Confirmation Page Sample


Deleting Unapproved Decision Files

1. Click Account Services > Approve decision files.

2. Click the link in the Filename column for the file you want to delete.

3. Click the Delete this file link.

4. Verify the information as needed and then click Delete.

Verify Deletion Page Sample


Searching for Decisions Made on Check Exceptions

Company users can view the decisions made on check exceptions for entitled accounts regardless of who made the decisions.

1. Click Account Services > Exception decisions.


Output to Screen, CSV, or PDF.

Account Accounts entitled to Positive Pay.

Decision date range Specific date, From/To, or Previous business day.

Decision option Include all decisions, Paid only, Return only, or Correction only (this option might not be available to all companies).

Exception Decisions Page Sample


Check Issues

About Check Issues

Check issues are representations of checks written by company users and should be posted to Business eBanking 24 hours before check disbursement.

Check issues can be manually added or imported through a file.

Single or a sequence of check issues can be added manually.

Check issues can be imported using a pre-defined or custom file import definition. When a company user imports a check issue file their approval is applied automatically to the file. Each check issue that is successfully imported is audited and available for review in user activity.

An Atlantic Union Bank Business eBanking training specialist will work with you to establish and test your file.


Adding Check Issues Single check issues can be added manually to the system.

1. Click Account Services > Enter issues.

2. Complete the following fields:

Account Entitled accounts.

Check number The number on the check.

Amount The amount on the check.

Issued date The date on which the check was issued.

Issue type Issue or Void.

Payee The name of the payee. Required if using payee matching.

Sequential entry Click this option if entering a sequence of check issue items. When this option is selected, the account information is pre-filled with the account from the previous entry and the check number is pre-filled with the next incremental check number.

3. If entering sequential check issues, continue adding sequential check issue items until all items have been added.

4. Click Continue.

5. Verify the information and click the Submit for approval link or click Add issue (depending on your entitlements).

Verify Issue Page Sample


File Formats & Requirements

Custom File Definition Field Requirements

Field requirements and formats for delimited and fixed file definitions.

Field Required Supported Formats/Characters

Amount Yes Dollar amounts with or without a decimal (.) or dollar sign ($). If the decimal is not included, the customer needs to select an applied decimal format, Whole Dollar (123 =123.00) or Implied (123 =1.23).

Issue Date Yes MMDDYY, MMDDYYYY, MM/DD/YY, YYMMDD, YYYYMMDD, YY/MM/DD, MM/DD/YYYY, MM-DD-YY, MM-DD-YYYY, YYYY/MM/DD, YY-MM-DD, YYYY-MM-DD

ABA/TRC No, if default is value defined.

Numbers 0 - 9. Must match the routing number (ABA/TRC) set up with your bank.

Account No, if default is value defined.

Numbers 0 - 9. Must match the account number setup with your bank.

Check Number

Yes Numbers 0 - 9. Up to 15 characters allowed.

Issue Type No, if default is value defined.

I for issue or V for void (not case sensitive). If this field is undefined or has characters other than I or V, it defaults to I for issue.

Debit/Credit No Not a required field and not required in file or mapped in field definition.

Issue Action No, if default is value defined.

A for add or D for delete. If this field is left blank or has characters other than A or D, it defaults to A for add. This field must be mapped, however you do not need to include it within the actual file.

Payee Name Only required for Payee Positive Pay.

Letters A - Z and numbers 0 - 9. Up to 96 characters allowed for non-payee positive pay accounts. Up to 80 characters allowed for payee positive pay accounts.


MICASH File Definition Field Requirements

MICASH is a standard fixed file format.

MICASH File Requirements

• Record size = 142

• Block size = 800

• EBCDIC for tape or mainframe transmission

• ASCII for PC transmissions

• Record Format = FB

• No label

• For numeric fields, right justify and zero fill

MICASH Field Requirements

Field Number Positions Length Characteristics Description

001 001 - 001 1 Alphanumeric

Pic X

Constant Value = C

002 002 - 004 3 Numeric

Pic 9(3)

Bank Number

003 005 - 006 2 Numeric

Pic 9(2)

Filler - Zeros

004 007 - 016 10 Numeric

Pic 9(10)

Account Number


Pic X

Filler-Blanks/Spaces


Pic X(3)

Issue Type

R = Register

V = Void


Pic X(3)

Import Action

A = Add

D = Delete


Field Number Positions Length Characteristics Description


Pic X

Filler-Blanks/Spaces

009 021 - 030 10 Numeric

Pic 9(10)

Check Serial Number

010 031 - 040 10 Numeric

Pic 9(8)V99

Check Amount

011 041 - 046 6 Numeric

Pic 9(6)

Issue Date (MMDDYY)


Pic X(20)

User Information


Viewing the Status of Check Issues

Company users can view the status of manually entered and imported check issues.

1. Click Account Services > Issue status.


Output to Screen, CSV, or PDF.


Date range Specific date or From/To.

Note: Not required if the Check number field is filled in.

Date type Issued date, Posted date, or Status updated date.

Note: Not required if the Check number field is filled in.

Amount (Optional) Type a specific dollar amount or range of dollar amounts.

Check number (Optional)

A specific check number.

Issue Status Page Sample


Importing Check Issue Files

Large quantities of check issues can be imported into the system through a file. The company user who imports a check issue file automatically has their approval applied to the file.


2. Select a file definition and then click Continue.

3. Click Browse and select the file you want to import.

4. Click Import file to import the file and automatically apply your approval.

Import Confirmation Page Sample

File Transfer Protocol for Check Issue Files

Check issue files can be directly transmitted through File Transfer Protocol (FTP).

FTP transmission is not automatically enabled for companies; some set up by the bank is required to enable FTP transmission. Additional fees may apply for FTP transmissions.

Once FTP transmission is enabled and set up, the standard MICASH file format or a custom file import definition can be used.


Viewing the Status of Imported Check Issue Files

Company users can view the status of check issue files that were imported in the last 40 calendar days to determine if the import was successful.


2. Click the View the status of files imported in the last 40 calendar days link.

3. Optional: If available, click the link in the File Name column to view the file details.

File Status Page Sample


Status Descriptions for Imported Check Issue Files

File Status Description

Completed The file imported successfully without issues.

Completed with errors

The file was imported but some records in the file were not because of invalid data, format, and so on.

Completed with notes

The file processed successfully with additional details provided for some records in the file such as, the record was successfully uploaded with a $0.00 dollar amount or the issue was paid on X date, and so on.

Pending Approvals

The file was imported and needs approval by another user or users in the company. Once all approvals are received for a file, it is validated and the status is updated.

Rejected The file was not imported because it had an incorrect file format.

Processing The file is the process of being imported. This status is typically seen when importing large issue files.


About File Import Definitions

File import definitions outline the format for imported files.

File import definitions can be delimited or fixed. A delimited file is a flat text file consisting of data items separated by a specific character. A fixed file is a text file consisting of data that have specific lengths and positions.

Adding a Delimited File Import Definition for Check Issues

1. Click Account Services > Import issues





File contents Issues.

File type Delimited.

4. Complete the Characteristics fields and then click Continue:

Field delimiter The character used to separate the data: comma (,), dash (-), semi-colon (;), or Tab.

Text qualifier A single or double quote that is placed on either side of the text so that if a data field includes a character such as a comma, it is not considered a field delimiter. For example, if a file includes a company name like "Sample Company, Inc." the text qualifier ensures that the company name is not separated by the comma during the import process.

Amount format (if applicable)

Decimal included ( i.e. 123.00) or Decimal not included (i.e. 123). An applied decimal format is required if decimals are not included.

Date format (if applicable)

MMDDYY, MMDDYYYY, MM/DD/YY, MM/DD/YYYY, MM-DD-YY, MM-DD-YYYY, YYMMDD, YYYYMMDD, YY/MM/DD, YY-MM-DD, or YYYY-MM-DD.

5. Optional: Select the Default Field Value options you want applied to all issues in the import file:

• ABA/TRC

• Account

• Issue type: Issue or Void

• Issue action: Add or Delete


6. Click Continue.

7. Type the numeric order of the Position Number fields as they would appear in the file and then click Add file definition.



Adding a Fixed File Import Definition for Check Issues






File contents Issues.

File type Fixed.

4. Complete the Characteristics fields and then click Continue:

Amount format (if applicable)

Decimal included ( i.e. 123.00) or Decimal not included (i.e. 123). An applied decimal format is required if decimals are not included.

Date format (if applicable)

MMDDYY, MMDDYYYY, MM/DD/YY, MM/DD/YYYY, MM-DD-YY, MM-DD-YYYY, YYMMDD, YYYYMMDD, YY/MM/DD, YY-MM-DD, or YYYY-MM-DD.

5. Optional: Select the Default Field Value options you want applied to all issues in the import file:

• ABA/TRC

• Account

• Issue type: Issue or Void

• Issue action: Add or Delete

6. Click Continue.

7. Complete the following Field Properties fields and then click Add file definition:

Position Number The numeric location of the field in the file.

Length The numeric length of the field in the file.


Changing Delimited and Fixed File Import Definitions for Check Issues


2. Click the link in the Name column for the file you want to change.

3. Change the file import definition as needed by clicking the Edit description, Edit characteristics, Edit default field values, or Edit field properties link.

File Definition Details Page Sample


Deleting Delimited and Fixed File Import Definitions for Check Issues

File import definitions cannot be recovered once deleted.


2. Click the link in the Name column for the file you want to delete.

3. Click the Delete file import definition link.

4. Verify the definition as needed and then click Delete.

Verify File Definition Deletion Page Sample


Correcting Check Issues

Company users can update the amount, issued, date, or payee on check issues that do not match the information on the corresponding checks. When a check issue is updated to match the exception, the exception is removed from the Manage Exceptions page.

1. Click Account Services > Update issues.




Include Exception issue items or Outstanding issue items.

Check number (optional)

Type a specific check number.

3. Click the link in the Check column for the issue you want to correct.

4. Correct the selected exception or outstanding issue:

Issue Type Description

Exception issue Change the Item Details options as needed and then click Continue.

Outstanding issue 1. Click the Edit issue link.

2. Change the Item Details options as needed and then click Continue.

5. Verify the information as needed and then click Save changes.


Verify Issue Page Sample


Deleting Outstanding Check Issues

1. Click Account Services > Update issues.




Include Outstanding issue items.

Check number (optional)

Type a specific check number.

3. Click the Delete link beside the issue to delete.

4. Verify the issue as needed and then click Delete.

Verify Issue Deletion Page Sample


Viewing/Downloading Check Issue File Content

Company users responsible for approving check issue files can view and/or download the content of files before approving them.

1. Click Account Services > Approve issues.

2. In the Issue Files Pending Approval section, click the link in the Filename column of file you want to view/download.

3. On the Approve File page, click the link beside the File name to be prompted by an internet browser message to open or save the file.

Approve File Page Sample


Approving Check Issues and Check Issue Files

Company users can approve individual outstanding check issues and issue files.


2. Select the issues and/or issue files to approve and then click Approve.

Issue Approval Confirmation Page Sample


Deleting Unapproved Check Issues and Check Issue Files


2. Do one of the following:

• For single check issues, click the link in the Check column.

• For check issue files, click the link in the Filename column.

3. Do one of the following:

• For single check issues, click the Delete this issue link.

• For check issue files, click the Delete this file link.

4. Verify the information as needed and then click Delete.

Verify Deletion Page Sample


Searching for Outstanding Check Issues

Search for outstanding check issue items that have not yet passed the stale date for entitled accounts.

1. Click Account Services > Outstanding issues.


Output to Screen, CSV, or PDF

Account Accounts entitled to Positive Pay.

Issued date range All, Specific date, From/To, Previous business day

Include Issues and voids, Issues only, or Voids only

Outstanding Issues Page Sample


Searching for Stale Check Issues

1. Click Account Services > Stale issues.


Output to Screen, CSV, or PDF


Issued date range All, Specific date, From/To, or Previous business day

Stale Issues Page Sample


SERVICE ADMINISTRATION

Changing the Company Stale Date - Positive Pay

The stale date is the number of days after which a check written for the corresponding account is considered stale.

1. Click Administration > Manage positive pay settings.

2. Click the Edit link.

3. In the Company stale date setting field, type the new setting.

The company stale date cannot exceed the days defined for the Maximum stale date setting. If the new company stale date is more restrictive than the stale date setting for an individual account, then stale date setting for that account is automatically updated to match the new company stale date setting.


Positive Pay Administration - Edit Company Stale Date Setting Page Sample


Changing the Account Stale Date - Positive Pay

The stale date is the number of days after which a check written for the corresponding account is considered stale.

1. Click Administration > Manage positive pay settings.

2. Click the link in the Account column for the account you want to change.

3. In the Stale date setting field, type the new setting.

The account stale date cannot exceed the days defined for the company.


Positive Pay Administration - Edit Account Positive Pay Settings Page Sample

ARPPA User Guide - Atlantic Union Bank...ACH transaction type settings will be applied to future ACH...

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